A committee is a group of people who take on the responsibility of managing a specific topic for an organization that is too complicated to be handled by the larger group to which they belong. Some committees are formed to solve short-term problems or issues, while standing committees meet on an ongoing basis to manage a recurring or regular issue. When committees are efficient, they effectively reach consensus and solve problems. When inefficient, they waste time and energy and fall short of their goals.

Types of Committees

Short-term, or ad hoc, committees are created to deal with a specific issue and are disbanded after the task is completed. Topics might include elections, programs and events, nominations or fundraising. Standing committees discuss such issues as finance, personnel, public relations or program evaluation. Advisory committees are standing committees formed to provide direction in a specific area. For complex topics, the committee might form smaller groups -- called sub-committees, task forces or working groups -- to concentrate on one area and report back to the executive committee or board.

Leadership

Committees have a designated leader or chairman who manages meetings and follows established protocol to make sure objectives are met. The chair also represents the committee and reports results to the board or individuals to whom they are accountable. Standing committees often appoint a co-chair to step in when the chair is unavailable, a secretary to handle administrative duties such as agendas, minutes and logistics and sometimes a treasurer to manage finances. Because of the short-term nature of ad hoc committees, they may not assign other roles aside from the chair.

Meetings

Committees meet on a regular basis, the frequency depending on the urgency of the issue. An ad hoc committee might come together weekly or biweekly to meet a deadline. Standing committees usually meet every one, two or three months. Some committees may be disbanded during summer or vacation breaks or until another issue arises that requires committee action. Effective committees include members who stick to an established protocol, including arriving on time, not holding side discussions, staying on the agenda and participating in discussions.

Procedures

Effective committees issue an agenda for every meeting. The agenda should include meeting logistics, unfinished business from the previous meeting and new topics for discussion. It notes the allotted time for each topic, speakers and required materials or information to bring to the meeting. The secretary or note taker records minutes and shares them with the committee following the meeting. Formal committees may require a vote on issues for the permanent record, as defined in the committee charter created when the group was formed.

A Typical Meeting

Effective committees distribute an agenda several weeks before the meeting. The chair arrives early to set up the room and equipment and then connects anyone joining by phone or Web conference. The chair calls the meeting to order, reviews the agenda and reminds members of the established protocol. The meeting proceeds with presentations and discussion. At the end of the meeting, the chair reviews decisions made, any action items -- including deadlines and those responsible -- as well as logistics and agenda for the next meeting.

About the Author

Donna Eigen has written, produced and managed communication programs for global, government, university and nonprofit organizations since 1980. Eigen has taught graduate business communication and is a certified facilitator in work force diversity, leadership, team building and effective presentations. She has a Master of Arts in communication and a Bachelor of Arts in sociology from the University of Wisconsin-Milwaukee.